Executive Administration Assistant

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Introduction:
St Philip’s Christian College is a rapidly growing network of learning communities continuing its journey to deliver holistic Christian education that develops the whole child - emotionally, intellectually, socially, physically, and spiritually.

Our team thrives on fostering strong working relationships that continue to encourage innovative and effective change, benefiting both students and staff while staying true to the College’s core values:

Christ first
Serve one another
Strive for excellence
Do what is right
Build community

For over four decades, we have been trusted leaders in education, pioneering new approaches and educational opportunities across the Newcastle, Hunter, and Central Coast regions. We invite you to join us as we continue to explore and create better ways to educate, grounded in Christian values for the whole of life.

Description:
Start Date - Monday, 27 April 2026 or as arranged with successful candidate

Days and Hours - Monday - Friday 8am - 4:06pm during school terms

The College reserves the right to commence interviews and close the advertisement early if a suitable candidate is identified

What’s the focus of this position?

The Executive Administration Assistant is responsible for supporting the Deputy Principal and administration of the College with integrity, confidentiality and respect, to ensure prompt response to emerging and routine needs. Key responsibilities will centre around project and event coordination, document management, liaison, communication and minute taking.

What you’ll be doing

Maintain an understanding of relevant legislation, regulations, and College policies, supporting accurate and compliant administrative practices.
Maintain confidential disciplinary records on behalf of the Deputy Principal and oversee related documentation processes.
Communicate with College families regarding disciplinary matters, including booking re‑entry meetings and issuing suspension documentation with sensitivity and professionalism.
Assist the Deputy Principal in monitoring and managing student attendance processes.
Support the excursion and incursion approval process to ensure required documentation and risk procedures are completed.
Assist with reviewing, drafting, formatting, and maintaining College policy and procedural documentation.
Coordinate and organise College events as required, ensuring effective preparation, communication, and smooth operations.
Collaborate with internal and external stakeholders to support event logistics and the successful running of school activities.
Manage the Deputy Principal’s calendar with discretion and professionalism and support the scheduling needs of other executives as directed.
Schedule appointments, interviews, and meetings and ensure associated arrangements are in place.
Arrange travel and accommodation for the Deputy Principal, preparing itineraries and relevant documentation.
Manage the timely flow of information to and from the Deputy Principal to support effective decision‑making and communication.
Communicate professionally with parents, carers, students, and staff, demonstrating College values and handling matters with empathy and clarity.
Review and proofread College documents to ensure written communication is accurate, consistent, and of a high standard.
Prepare and submit finance requisitions and purchase requests on behalf of the Deputy Principal, ensuring alignment with College procedures.
Reconcile and track the Deputy Principal’s credit card expenses, preparing supporting documentation and liaising with the Finance team as required.
Provide general administrative support to the Deputy Principal, including document preparation, filing, photocopying, and other daily office functions.
Maintain organised files and records, ensuring accurate, accessible documentation.
Assist in responding to emails and managing shared inboxes to ensure efficient, timely communication.
Prepare and distribute agendas, papers, and minutes for meetings, ensuring follow‑up items are captured and recorded.
Record accurate meeting minutes for various College meetings, including staff and parent meetings, and ensure approved minutes are archived appropriately.
Make phone calls and compose emails on behalf of the Deputy Principal as required.
Support the upkeep of College digital platforms by providing accurate and timely content updates.
Foster positive, supportive relationships with parents and carers by addressing enquiries and concerns respectfully and effectively.
Collaborate closely with the Head of Operations, Heads of School, the Executive Assistant, and the College Principal to ensure streamlined communication and aligned administrative processes.
Undertake any other reasonable duties as directed by the Deputy Principal and/or Principal.

ESSENTIAL QUALITIES

Be a committed Christian, active in a local church, and passionate about Christian education
Uphold and actively support the College’s mission, vision, core values, policies and aims
Represent the College positively within the wider community
Lead by example with consistently high professional and personal standards
Demonstrate discretion, confidentiality, honesty and integrity
Maintain and extend professional expertise through ongoing professional learning
Commit to developing and implementing best practice in relevant areas
Demonstrate strong interpersonal skills, clear and consistent communication, effective collaboration and sound conflict‑resolution strategies
Display high organisational and managerial proficiency, maintaining a calm, methodical and solutions‑focused approach
Be positive, self‑directed, empathetic, enthusiastic and highly motivated, demonstrating adaptability, flexibility, resilience and the ability to manage work‑related pressures
Work cooperatively and collaboratively as part of a team
Build positive, caring relationships with staff, students, parents/carers and the wider community
Demonstrate proficiency with Microsoft Office and a willingness to embrace new technologies
Demonstrate the ability to manage, organise, delegate and coordinate effectively
Model best practice, remain informed, and share relevant information with others
Demonstrate personal accountability and support accountability in colleagues
Show initiative, innovation, resourcefulness and independent thinking
Exercise sound judgement and remain composed under pressure
Prioritise tasks, manage competing demands and meet deadlines
Communicate effectively in both written and oral contexts across a range of formal and informal settings
Support a safe, healthy and sustainable workplace through proactive practices
Comply with workplace policies for risk identification, assessment and control
Identify and promptly report hazards, incidents, injuries and property damage, and use required Personal Protective Equipment correctly

WE’LL PARTNER WITH YOU ALONG THE WAY

As a member of the St. Philip’s team, we are committed to advancing your God-given purpose and potential by supporting your personal and professional growth, while approaching the changing needs of the future with confidence and ingenuity.

Note: All SPCC employees are responsible for ensuring the workplace is free from sexual harassment and must not engage in any behaviour that could amount to sexual harassment. They are also committed to a culture that supports and embraces Child Safe Standards and strictly complies with work health safety standards.

Skills and Experiences:
Certificate III, IV, Diploma or Bachelor of Business Administration is desirable.
Current First Aid Certificate is desirable. Training will be provided if you do not currently hold this qualification.